Accounts Payable Representative
GENERAL STATEMENT OF JOB Under general supervision of Operations Accountant, performs a variety of functions associated with the day-to-day accounts payable activities in a multi-organization/ASO corporate environment. This position performs a variety of fiscal control and processing work in Grafton s Finance Department. Work involves receiving, reviewing and paying operating and restricted invoices; reconciling advance accounts; working with Facilities to create and maintain a system for fleet fuel system credit cards & payments; and maintaining related records and documentation. ESSENTIAL JOB FUNCTIONS Performs Accounts Payable functions which involves receiving invoices from vendors and other external parties, reviewing and comparing with approved PO s and paid invoices, following-up on unpaid invoices and preparing invoices or statements for payment processing. Determines appropriate payment method (i. e. manual check, corporate credit card or ACH payment processing) to coincide with Grafton s strategic goal to automate and process electronically AP payments as well as build opportunities for company savings through corporate credit agreements. Creates a system to track accurately all statements and thoroughly reconciles with proper approvals and appropriate expense allocations. Researches and resolves discrepancies by reviewing documentation, and discussing information with vendor and/or Grafton staff. Enters data into automated accounts payable data base; reviews and edits data for accuracy; and generates proper approvals; and keys the invoice data into the automated accounts payable system; runs edit checks for accuracy of entered data; and posts upon review and correction. Generates checks to vendors and prepares them for signature and disbursement. Fleet Gas Card, and Credit Card/Purchasing Card maintenance which includes ordering new or replacement cards, cancelling lost, damaged or stolen cards, adding PIN s for new employees, name changes and vehicle location changes as requested. Reconcile and review outstanding advances; follow-up with Payee to ensure receipts and/or remaining monies are returned. Verify balance is accounted for and creates all accounting entries to support clearing the advance. Maintains organized and accurate documentation to support all invoices and other accounts payable tasks. EDUCATION AND EXPERIENCE Graduation from high school or equivalent; and 3 5 years of experience performing fiscal, accounts payable or other bookkeeping work; or Any equivalent combination of training and experience which provides the required knowledge, skills and abilities.